Alpha Events Coordinator (Maternity Cover)

Role purposeThe role of the Events team within Alpha International is to oversee the organising of Leadership Conference (LC) in-person, any events around Leadership Conference (including Donor events, Wednesday CEF event, Alpha Staff day, regional satellite events) and London-based Alpha events across the year (such as Alpha Collective and Experience Alpha).

Speaker Coordinating

This role is responsible for liaising with guest worship team coming to LC, supporting on registration and ticketing tasks for guests coming to conference, foreign language and BSL interpretation, Alpha staff day, along with other LC related tasks.Key deliverablesListed below are the key elements that the role holder will be accountable for delivering:

• Speaker Hotel Management, booking, paying and contracts
• Point of contact for worship leaders
• Worship leader itineraries
• Worship contracts working closely with legal team on contracts
• Responsible for the worship budget cost tracker
• Responsible for processing worship honorarium
• Collecting bio and photos for worship leaders for app, website and social media
• Writing and collecting requirement forms for worship leaders
• Speaker aides support
• Supporting on planning briefing Speaker Aides ahead of time
• Master speaker document keeping updated on a daily basis
• Copy tracker updating for relevant worship leaders which is used by marketing
• Post LC Tasks - Sending worship leader photos and videos taken by Alpha at the event, expenses, consent forms and petty cash returned from speaker aides
• Printing consent forms
• Planning and ordering speaker gifts
• Booking speaker taxis
• Packing speaker, speaker guests, hosts and speaker aide tote bags
  
  

Ticketing And Registration

• LC ticketing tasks
• Oversight of the busy Leadership Conference inbox for guest queries. (Eventsforce oversight and general queries)
• Processing refunds, invoices and donations
• Creating booking system for taking in person events registrations using an online event platform
• Filing and distributing e-tickets
• Posting physical tickets
• Setting up new files and folders to be updated to LC26 and LC27
• Any other event registration or ticketing tasks allocated by ticketing manager
• Collecting member printed tickets from Royal Albert Hall
• Ensuring the Alpha leadership gets regular booking reports
• Granting access to systems
• Ensuring all GDPR protocols are followed – keeping the login access tracker up to date
  
  

Interpretation

• Overseeing event foreign language and BSL interpretation for guests
• Overseeing headset collection at RAH
• Working with regional teams on recruiting interpreters
• Booking BSL interpreters in UK
• Working on promotion for BSL community working with marketing team
• Interpreter packs created
• Interpreter comms
• Oversight of production logistics on interpretation equipment
• Oversight of interpreters backstage room where interpretation takes place
• Oversight of trainings for interpreters on equipment
• Oversight of comms to delegates requiring interpretation
  
  

Debrief

• Debrief to be done for different areas involved in
  
  

Logistical Arrangements

• Development and execution of the events Day Plan. This is a minute-by-minute detailed plan that holds all the information of what will take place at the event
• Gathering technical and logistical requirements from speakers, stream leaders and internal departments; then negotiating this with the IT, Production, Vergers and Volunteers Teams or with an external venue or AV suppliers
• Determining catering requirements and caterer management
• Hiring of any additional venues as required and site logistics
• Attending site visits (for external venues that might be used)
• Hiring of any additional equipment required for the event
• Liaising with the Production, IT, Verger, Worship team and all other internal departments
• Ensuring any legal and insurance tasks are thought about and in place for the event taking place
• Creating floor plans for the vergers to use
• Liaising on interpretation to ensure needs are met, including BSL
• Liaising regarding speakers and associated tasks including contracts, gifts and accommodation
• Liaising and implementing programme decisions
• Any other event related task
  
  

Staffing

• Volunteer recruitment working closely with the Alpha leadership on this
• Communication with HTB staff as to their specific roles and responsibilities & conducting staff briefings
• Building working relationships with volunteers and team when onsite
  
  

Safeguarding

• Linking in with HTB group safeguarding officer if any safeguarding issues come up in the inboxes or at the event
  
  

Health and Safety

• Ensuring all necessary Health and Safety measures and precautions are put in place for the event
  
  

Leadership Conference Week Responsibilities

• Taking a lead role on several packages assigned to this role
• Creating a clean plan for each package assigned to this role
• Making decisions on the areas they are responsible for including budget decisions
• Streaming processes and looking for the most efficient way of doing things
• Holding the Alpha standard on communication in everything we do or send before, during or after the event
• Any other event related tasks to support Head of Events
  
  

From time to time helping with CEF events on the days depending on the need (such as Alpha Collective and Experience Alpha).Core behavioural competencies

• Works well with all fellow team members and seeks opportunities to support and serve them
• Seeks to adopt a positive attitude to change, even when it is not fully understood
• Always seeks to demonstrate high levels of commitment and flexibility
• Regularly asks for feedback and looks for opportunities to learn from others and continually improve their work
• Shows awareness and respect for different viewpoints. Keeps going, even when it is hard, but seeks appropriate help when necessaryEssential skills, experience & knowledgeThe following skills and experience form the minimum requirements for the role:
• Committed to the vision of HTB and Alpha
• Large event management experience
• Hard worker that can handle high pressure and workload in the lead up to a large event
• Resilient to keep on going when work gets busy
• Able to juggle large and varied workload 
• Tactful and diplomatic
• Flexibility in working hours in the lead up to the event due to trainings, event set up, event days and pack down
• A team player with a flexible attitude
• Excellent attention to detail and strategic thinker
• Strong operational and administrative background
• Self-starter, able to work on own initiative and with minimal supervision
• Strong bias to action and implementation
• Strong project management experience
• Excellent analytical, problem-solving, decision-making and resource management capabilities
• Strong internal customer-focus and service orientation
• A do-er/fixer - with plenty of energy and enthusiasm
• Excellent interpersonal and stakeholder management skills
• A high performer with high potential
• Ability to thrive in a fast-paced environment & remain composed under pressure
• Excellent written and oral communication skills
• Exemplary organisational skills: the ability to implement & complete all essential tasks in the event planning process & prioritise these accordingly
• Ability to use Microsoft office packages to a high standard (particularly MS Excel & Word)
• Budget management experienceDesirable skills, experience & knowledgeThe following skills and experience would be greatly beneficial:
• Enthusiasm, energy, commitment and a sense of humour
• Understanding of Health and Safety and Insurance principles
• Contract negotiation desirable, but not essential
• Experience with international clients desirable, but not essential
• Marketing and media experience desirable, but not essential
• Good numeracy skills
• Good typing speed
• Understanding project management principles